digital cura+on planning at michigan state...

DigitalCura+onPlanningatMichiganStateUniversity

LisaSchmidt,ElectronicRecordsArchivistMichiganStateUniversity

Archives&HistoricalCollec+onsJanuary17,2010

Overview

• MichiganStateUniversityandtheMSUArchives&HistoricalCollec+ons

• Archives2.0:Policymakersvs.Custodians

• MSUArchivesElectronicRecordsIni+a+ves

• DigitalCura+onPlanning(DCP)Project

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MichiganStateUniversity

• Establishedin1855byactoftheMichiganLegislaturetocreateanagriculturalcollege

• Na+on’spioneerlandgrantcollege

• Tieroneresearchuniversitywithsignificantna+onalandglobalimpact

• Leaderininnova+onandtechnology

• 46,648students:36,337undergrad,10,311graduate/professional

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MichiganStateUniversity

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MSUArchives&HistoricalCollec+ons

• OfficialrepositoryforthehistoricalarchivesofMichiganStateUniversity

• EstablishedbyBoardofTrusteesmandatein1969– CollectandpreservehistoricalrecordsofMSU

– Provideuniversitycommunity,scholars,andgeneralpublicwithaccesstorecords

– Approvefinaldisposi+onanddestruc+on

• 33,000cubicfeetofuniversityrecords5


• Subjects:– Administra+on

– Athle+cs

– Campusbuildingsandgrounds

– Studentgroupsandac+vi+es

– Facultypapersandresearch

• 700+historicalcollec+onsrelatedtoMichiganandtheGreatLakesregion

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• Ac+velyassistsMSUunitsinefficientadministra+onandmanagementofofficialuniversityrecords

• Includesmanagement,collec+on,andpreserva+onofelectronicrecords

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Archives2.0

“Theins+tu+onalarchiveneedstoassumemoreofapolicyrole,iden+fyingrecordsthroughoutthecampusandworkingtoensurethatdigitalrecordsarebothmaintainedbytheircreatorsandkeptreadyforresearchuse.”

RichardCox,“TheAcademicArchivesoftheFuture,”EDUCAUSEReviewMagazine,Volume43

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ElectronicRecordsIni+a+ves

• Documentmanagementsystem– ExploringbothenterpriseDMSandguidelinesforlocallevelDMSs

• SpartanArchive– NHPRC‐fundedprojecttodevelopagovernancestructureandtechnicalinfrastructuretoaccession,provideaccessto,andpreserveelectronicrecords

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ElectronicRecordsIni+a+ves

• EnterpriseBusinessSystemsProject(EBSP)– Mul+‐yearini+a+vetocreatestreamlinedbusinessprocessesandinterconnectedadministra+vesystemsforMSU’sfinance,humanresources,andresearchadministra+on

• DigitalCura+onPlanningProject

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DigitalCura+onPlanningProject

• TheProblem

• DigitalCura+onInternship

• OriginalDigitalPreserva+onPlanProposal

• New,CurrentDigitalCura+onPlan

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TheProblem

• MichiganState’sgrowingbodyofdigitalassetsandinforma+on– Ins+tu+onalrecords

– Facultyandstudentresearch

– Thesesanddisserta+ons

– Universitypublica+ons

– Mul+mediacollec+ons

– Digitalsurrogatesofculturalmaterial

– Learningobjectsandcoursematerials12

TheProblem

• Valuabledigitalresourcescreatedthroughmuch+me,effort,grantfunding,humancapital,andresearch

• Changingtechnologylikelytorenderdigitalassetsinaccessibleabsentalong‐termmanagementandpreserva+onplan

• Storagelimita+ons

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TheProblem

• Somecampusunitshavecreatedtheirowndigitalrepositories

• But—nocomprehensive,campus‐widedigitalpreserva+onstrategyorguidelines

• Noins+tu+onalrepository

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DigitalCura+onInternship

• Winter2009

• InternfromUniversityofMichiganSchoolofInforma+on

• Assessedproblemspaceinrela+ontodigitalmul+mediacollec+ons

• Interviewed7units

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DigitalCura+onInternship

• Recommenda+ons– Morecomprehensivesurveyneeded

– Guidanceonbestprac+cesinselec+on,formats,namingconven+ons,metadata

– Bejerlong‐termstorageop+ons

– Ins+tu+onalrepository

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TheSolu+on:OriginalDPProposal

• Digitalpreserva+onplanrootedinbestprac+cestoprovidetrustworthystewardshipofdigitalassetsandintellectualproperty

• Collabora+onofMSULibraries,UniversityArchives,andMATRIX

• Toplevelbuy‐in:VPofLibraries,Compu+ngandTechnologyfundingdigitalpreserva+onanalystposi+on

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TheSolu+on:OriginalDPProposal

• Engagingdigitalpreserva+onanalystforoneyear

• Planningteam– Representa+vesfromotherunits

– Monthlymee+ngs

– Buy‐inandrealitycheckbeyondArchives,Libraries,andMATRIX

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OriginalDigitalPreserva+onPlan

• Conductanenvironmentalscanoftheuniversity’sdigitalassets

• SurveyofMSU’sexis+ngdigitalrepositoriesandtechnicalinfrastructure

• Iden+fybestpreserva+on,management,andaccessprac+cesalreadyoncampus

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OriginalDigitalPreserva+onPlan

• Developpolicies,procedures,andworkflowtostandardizeMSU’sapproachtodigitalassetmanagementandpreserva+on

• Explorepoten+alcollabora+onswithotherins+tu+onsandconsor+a—suchasHathiTrust,LOCKSS,CIC

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OverlyAmbi+ous!

• Wouldeventuallyreachsatura+onpointwithbroad,all‐encompassinginventory

• Impossibletocompleteinone‐year+meframe

• Concernoverpercep+onofcrea+onofone‐size‐fitsalldatarepository,lossofcontrolofdigitalassetsatunitlevel

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NewDigitalCura+onPlan

• Campus‐wide,self‐selec+ngsurveyusingweb‐basedques+onnaire

• In‐depthinterviewswithselectunits

• Inventoryandappraisedigitalassetsofselectunits

• Evaluatetechnicalinfrastructures,storageneeds,metadataschemes,andnamingconven+ons

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NewDigitalCura+onPlan

“Stopdiscipliningdataandstartherdingit.”SteveBailey,ManagingtheCrowd

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An+cipatedOutcomes

• Guidelinesforelectronicrecordsappraisal,preferredfileformats,metadata,andfilenamingconven+ons

• Layeredstoragesolu+onandfiletransfermethodologies

• Founda+onfortheestablishmentofanins+tu+onalrepositoryorins+tu+on‐widefedera+onofdigitalrepositories

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Storage

• CentralITsupportsadministra+vebusinesssystems,e‐mail,academicsupportfunc+ons– Pro:Moreefficientmanagementofelectronicrecordsanddigitalassets

• Tradi+onoflocalITstaffmanagingunitsystems

• Pooreconomymeritscloserlookatcentralvs.localIT

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Storage

• CentralITdevelopingvirtualserverenvironmentstolocalunits

• Layeredstorage,avarietyofstoragetypesorlevelstomeetdiverseneeds– Localstorageforfilesoftemporary,short‐termuse

– Permanentlong‐termstorageenvironment,possiblyunderthecustodianshipoftheArchives

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WhatisDigitalCura+on?

“Digital curation is maintaining and adding valueto a trusted body of digital information for currentand future use… the active management andappraisal of data over the life-cycle of scholarlyand scientific materials.”

DigitalCura+onCentre(www.dcc.ac.uk)

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WhatisDigitalCura+on?

“Implicit ... are the processes of digital archivingand preservation but it also includes all theprocesses needed for good data creation andmanagement, and the capacity to add value todata to generate new sources of information andknowledge.”

DigitalCura+onCentre(www.dcc.ac.uk)

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BaselineDataQues+onnaire

• Informal,web‐basedsurvey

• Publicizedtopoten+alpar+cipantsthroughITExchange,MSUNews,projectwebsite/blog

• Encouragedpar+cipa+onoftechnologystaffandcontentcreators

• AvailablefortwoweeksinOctober2009

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• Typesofdigitalcontent

• Digitalcontentmakinguplargestpercentage

• ApproximatevolumeofdigitalcontentinTB

• Storagemedia

• Fileformats

• Formatsmakinguplargestpercentage

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• Onlinestoragecapacityandexpansionplans

• Contentmanagementsystemsused

• Digitalrepositorysoswareused

• Presenceofconfiden+aldata

• Addi+onalcomments

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Ques+onnaireResults

• 90responses– 23academicdepartments

– 31administra+veservicesunits

– 9researchcenters

– 27technologyservicesunits

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Ques+onnaireResults

• Typesofdigitalcontentvariedconsiderably

• Fileformatsvariedconsiderably

• Storagemostlyonharddrives,somecombina+onofremovablemediaandnetworkedstorage

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Ques+onnaireResults

• 17unitsplannedincreaseofstoragecapacity,mostfrom1‐10TB

• SeveralCMSand/ordigitalrepositoryimplementa+ons

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Ques+onnaireResults

• Greatinterestandenthusiasminproject

• Anecdotalcomments– “Accumula+ngmorethanwecanstore!”

– Requestsforguidanceoniden+fyingandhandlingarchive‐worthyfilesat+meofcrea+on

– Howtochoosedigitalassetmanagementsystem

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One‐on‐OneInterviews

• Largeproblemspace—howtobreakdown?

• Decidedtostartbyfocusingonunitswithcontentmanagementsystemsand/ordigitalrepositories

• Informal,two‐hourconversa+onsratherthanformalinterviews

• Heldatunitoffice

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• Digitalcontent,rela+ontomissionofunit

• Contentthatmustbepreserved– Ofongoinguse

– Archival,documentsac+vityofunitoruniversity

• Fileformats

• Storage,includinganyissues

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• Contentmanagementsystemand/ordigitalrepository– Systemusedandwhyitwaschosen

– Whatit’susedfor

• Ingest,archivalstorage/preserva+on,accessprocesses

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• Metadatastoredwithorrelatedtocontent

• Filenamingconven+ons

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• MSUExtension/AgricultureandNaturalResources(ANR)TechnologyServices– DotNetNuke,SharePoint,IntrafinityPortal(wrijenforMSUE)

• Art&ArtHistoryDepartment– Masterimagefilesstoredoffline

– AccessfilesstoredinMDID

– MetadatacatologedusingIRIS

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• ConfuciusIns+tute– PromotesChineseLanguage/CultureEduca+on

– VersionCue,Subversion(SVN)

• DepartmentofTheatre– 75%digitalphotos,15%CADdrawings

– In‐houseCMSbasedonLAMP

– ResourceSpacedigitalrepository

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Prototype:UniversityRela+ons

• Publicrela+onsarmofMichiganState

• Holdrecordsofhistoricalvaluetotheuniversity

• Serversburs+ngattheseamswithdigitalphotosandvideo

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UniversityRela+ons:DigitalPhotos

• Hundredsofthousandsofdigitalphotos

• 4.6TBonnetworkedservers

• NikonRAWNEF,TIFF,JPEGformats

• Someembargoesanduserestric+ons

• 21,000imagesindexedinExtensisPorvolio

• 5,100imagespubliclyavailablethroughNetPublishPorvolio

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URDigitalPhotos:Value?

• Someofhistorical/archivalsignificance

• Manyoftemporaryuse/value

• Manyofnocurrentvalue,shouldbedisposedof

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URDigitalPhotos:Cura+onNeeds

• Recordsinventory

• Appraisalofcurrentlyheldfiles– Iden+fypermanentrecordsofarchivalvalue

• Storage– Preserva+onspace/environmentforarchivalmasters

– Publicaccessspacefordatabaseandlowresolu+onfiles

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UniversityRela+ons:DigitalVideo

• MSUTodayshowonBig10Network

• ShotinXDCAMHD

• Showsrun30‐60minutes

• Avid,OpenMediaFramework,QuickTimeformats– Avidforedi+ng

– QuickTimeforaccesscopies

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• 2TBnetworkedstorage

• 6TBnon‐networkedstorage

• 4TBinternalstorageonedi+ngmachines

• 16TB“scratch”storageonAvidUnitnetwork

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• AccessversionsuploadedtoYouTubewithclosedcap+oning

• TapessenttoProvost’soffice

• URkeepstwoeditedversions– Showmaster,includingtextoverlays

– Cleanmaster

• Mostusagewithin6monthsofproduc+on

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URDigitalVideo:Cura+onNeeds

• Preserva+onguidelines,includingformatrecommenda+ons

• Archivalstorage

• Filetransferworkflow

• Abilitytoprovideaccessorreproduceasneeded

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UniversityRela+ons:NextSteps

• Recordsinventoryandappraisal/selec+onguidelines– Meetwithcontentcreatorsandusers

• Storageop+ons

• Custodyandfiletransferworkflows

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Metadata

• Inves+gatemetadataapproachesandschemasusedbyprototypeunits

• Comparetocoremetadataelementsincludedinrecommenda+onsfromMATRIXandtheMSUArchives

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Metadata

• MATRIX– KORAmetadata:DublinCore,PBCore,PREMIS

– Preserva+onmetadataincludestechnicalmetadata,fixity,rightsmanagement(future)

• MSUArchives– Metadataguidelinesforimaging,collec+on‐level

– SpartanArchiveprojectexpectedtoimprovepreserva+onmetadata

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Metadata

• Ifkeypreserva+onmetadataelementsmissing,recommendaddingthem

• Notemethodsofmetadatacapture

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ProjectDeliverables

• Digitalcura+onrecommenda+onsforUniversityRela+ons’digitalphotosanddigitalvideocollec+ons,includingplansfortransferstoArchives

• Documenta+onofcurrentstateofdigitalcura+onatselectunits

• ReporttoUniversityonfindings,toincludedigitalcura+onguidelinesandrecommenda+ons

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Conclusions

• Digitalcura+onplanforUniversityRela+onsanddigitalcura+onprac+cesofotherprototypeunitsmaybeleveragedforusebyothersasapplicable

• Resultswillfeedintootherelectronicrecordsini+a+ves,especiallySpartanArchive,possiblyanins+tu+onalrepositoryforMichiganState

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References

• Cox,Richard.“TheAcademicArchivesoftheFuture,”EDUCAUSEReviewMagazine,Volume43,hjp://www.educause.edu/EDUCAUSE+Review/

• DigitalCura+onCentre(DCC),hjp://www.dcc.ac.uk• MichiganStateUniversityArchives&HistoricalCollec+ons,

hjp://www.archives.msu.edu/

• MichiganStateUniversityDigitalCura+onPlanningProject,hjp://msudcp.archives.msu.edu/

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digital cura+on planning at michigan state...

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